Promotion concert checklist

A promotion concert combines a live show with a clear goal: getting the right audience through the door and connecting them with the performers. Start with the venue, date, artists, permits and insurance before publishing anything. Then build the promotion around a defined audience, process registrations and collect practical visitor and artist information. In the final week, confirm the sound, lighting, catering, volunteers and run sheet so the event team can work from one reliable plan.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm location and date
2 people
Book performers
2 people
Check permits
Check insurance
Define the target audience for the promotion
2 people
Write promotional copy
2 people
Design poster
2 people
Create online event
Send invitations
2 people
Post social media updates
2 people
Distribute posters
3 people
Process registrations
Collect dietary requirements
Collect artist information
Check technical requirements
2 people
Reserve Sound System
Reserve the lighting setup
Book catering
Determine beverage stock
2 people
Plan the reservation table
Schedule volunteers
Assign first aid lead
Print the run sheet
Share the artist route
Update visitor list
Count wristbands and tickets
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Send artist briefing
Check the weather forecast

Event

Open venue
2 people
Clear loading and unloading area
2 people
Set up tables and chairs
4 people
Set up the entrance and reception desk
2 people
Clear the stage area
3 people
Set up the sound system
3 people
Set up lighting
2 people
Connect microphones
2 people
Set up instruments
3 people
Perform sound check
3 people
Perform lighting test
2 people
Set up the buffet and bar
3 people
Prepare snacks
3 people
Chill drinks
2 people
Prepare the attendance list
Prepare tickets and wristbands
2 people
Conduct a safety check
2 people
Welcome performers
2 people
Welcome visitors
3 people
Check tickets
2 people
Serve welcome drinks
2 people
Hand out promotional materials
2 people
Give the opening speech
Support the first performance
3 people
Serve snacks
3 people
Refill drinks
2 people
Support the second performance
3 people
Serve the artists' meal
2 people
Answer visitor questions
2 people
Make program announcements
Support the main performance
4 people
Guide the photo moment
2 people
Deliver farewell speech
Serve farewell drinks
2 people
See visitors out
3 people
Switch off equipment
2 people
Close off drinks and food
2 people

Aftercare

Dismantle furniture
4 people
Tear down audio equipment
3 people
Take down lighting equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the bar and kitchen
3 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return rental items
2 people
Pay performers
Save photos and files
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Buffet tablesqty 3
Clothes racksqty 2
Bollardsqty 8
Stage sectionsqty 6

Tableware

Drinking glassesqty 180
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Serving spoonsqty 10
Serving plattersqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 5
Microphone standsqty 5
Monitor speakersqty 2
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Laptop
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 12
String lightsqty 6

Decorations

Promotional bannersqty 3
Postersqty 30
Tableclothsqty 12
Stage drapesqty 4
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Menusqty 12

Catering

Coolersqty 4
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving tongsqty 10
Wok pansqty 6
Ice cube traysqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Aluminum foilqty 2
Cling filmqty 2
Paper towel holdersqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Hand soap dispensersqty 4
Toilet brushesqty 4
Disinfectant sprayqty 4
Microfiber clothsqty 20

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Fire extinguishersqty 2
Emergency lightsqty 4

Paper goods

Wristbandsqty 150
Name stickersqty 150
Pensqty 20
Clipboardsqty 4
Run sheetsqty 10
Program cardsqty 150
Receipt rollsqty 4

Tools

Toolboxesqty 2
Cable tiesqty 200
Gaffer tapeqty 6
Sawhorsesqty 4

Tips

Set the venue, date and performers before designing the poster or opening online registration. Allow at least 6–8 weeks for promotion if you need time to distribute posters, send invitations and build social media reach.
Check technical requirements with every performer no later than 2 weeks before the concert. Confirm microphones, monitor speakers, DI boxes, cables, mixer inputs and power points rather than assuming the venue has everything.
Plan the arrival area separately from the stage area. Reserve tables for registration, update the visitor list, prepare bollards or cable mats for safe routes, and leave enough room for coats, chairs and standing guests.
Count drinks and tableware from the registration list, not from the room capacity alone. Collect dietary requirements at least 7 days before the event and give the caterer a final number after registrations close.
Print the run sheet and share the artist route before event day. Schedule volunteers in shifts of about 3–4 hours, name one first-aid lead, and keep spare batteries, extension cords and power strips available.

Frequently asked questions

How far in advance should I organise a promotion concert?: Start the core planning 6–8 weeks before the concert. Book the venue and performers first, then allow at least 3 weeks for posters, invitations, online promotion and registration processing.
What technical equipment does a promotion concert need?: Confirm the performers’ requirements and check the sound system at least 2 weeks in advance. A typical setup may include speakers, a mixer, microphones, monitor speakers, DI boxes, XLR and jack cables, extension cords and cable mats.
When should I collect dietary requirements for the concert?: Ask for dietary requirements during registration and set a deadline 7 days before the event. Send the final guest count and requirements to catering once registrations close or when your stated cutoff is reached.
How many volunteers are needed for a promotion concert?: Plan separate cover for registration, artist support, room or crowd flow, catering and first aid. For a small concert, schedule at least 4–6 volunteers in rotating 3–4-hour shifts, adjusting the number to the audience size and venue layout.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.